How to evaluate expired inventory to prove they are good to use?

We got a non-conformance for having quite a few "expired" products out on the floor. Many of these items (example salt, enzymes, liquid flavors, dry powders) have an expiration date of a year or two but they are still good to use. Our Senior Management has a very strong mindset of internal evaluation of taste/visual approval. We have to come up with an evaluation program. Any suggestions or ideas? Questions I would ask: - do you send product out for testing? -How do you determine what to send it out for? 

- Do you just evaluate internally? - does anyone have an example of a form filled out for evaluation and approval? Any suggestions are welcomed! Thanks! 

I don't think, internal evaluation would be sufficient, even though you test product organoleptically and for micro, chemical, etc. testing. This is a product supplier who establishes its shelf life basing on their own criteria - so I think you should ask a supplier for shelf life extension. They would grant it or not depending on their protocols. For instance, we never grant extension for our fermented dairy products as it's company policy based on shelf life study.

My suggestion is to do a full micro and organoleptic inspection

As the vendors what changes after the expiration date

Ask your company why they are buying too much!  (which would actually be my step 1)

Notice your use of air quotes are "expired"   elaborate please

Thanks! 

the air quotes for expired means that we put an expiration date on most of our products because of quality purposes not for food safety. So , for instance, our paste products might separate slightly but if mixed well it will be uniform again after the 9 month shelf life we give it. Same goes for our dry products, we give 12 months but that's only from a color and texture standpoint, not a micro/food safety. So we don't consider these items expired due to food safety but quality. 

I guess that answers my question on what we might need to evaluate some of our raw materials for.... I think a good first step is asking the customer. 

Unfortunately we are smaller company that manufacturers unique blends so we have several different flavors that may not be made more than once a year but we have to meet a MOQ for ordering. 

My suggestion is to do a full micro and organoleptic inspection

 

As the vendors what changes after the expiration date

 

 

Ask your company why they are buying too much!  (which would actually be my step 1)

 

Notice your use of air quotes are "expired"   elaborate please

Sounds like your entire process needs review

I get meeting an MOQ, but not when it's outside of your quality program--one of those must change so you in within the compliance parameters YOU SET

Remember-say what you do and do what you say

It's your program--change it--but you need to be in control----having more than 1 expired product on the floor = your program isn't working as written

Or at least add an addendum to your policy where you, as quality can attached a label to "expired" product stating it has been risk assessed/evaluated and an in house extension has been granted until XXXX date

I would argue it is YOUR decision.  Your supplier has put a shelf-life for a reason, but it is also dependent on how you hold and handle the material.  Your supplier can help you determine what can be used for evaluation, but it is up to you to determine if the material is acceptable to use or not.

You define the policy / procedure based on your needs.

Your specifications should define the use by date.  Best by date allows at least a little more flexibility.

If you can demonstrate that a good risk analysis has considered all safety concerns are mute, change your dating.  If the dating is being imposed on you by your supplier, work for a specification in purchasing that requires x amount of usable life span.

I agree with those above visual / organoleptic is not reliable measures.  Determine empirical measures and a method to approve the ingredient.  tour quality limits must consider safety then functionality, bot as a stand alone ingredient and how it may respond as part of a compound.

Dave

Thanks for asking this question Danielle!

I recently created an SQF program to address items that are beyond the supplier's use by date due to COVID-19 slowing down are business. The items we are evaluating are things like spices and dressings that generally have a longer shelf life.

So we are more speaking about quality that we are concerned about instead of food safety. For now we decided to use organoleptic (taste, smell and visual) to ensure product is still acceptable but this program is still a work in progress at this point so it's great to see this topic posted in this group.

Thanks again!

I appreciate it!

It's, not surprisingly, a popular topic -

https://www.ifsqn.co...nts/#entry40922

https://www.ifsqn.co...life/#entry7035

https://www.ifsqn.co...ry/#entry161600

https://www.ifsqn.co...on/#entry169495

https://www.ifsqn.co...0489#entry70489

The last link has some particularly extensive comments.

You have to contact official body in your country "IT IS MUST".

You have to contact official body in your country "IT IS MUST".

Much appreciated, contacting the official body in the country is a MUST. 

Of course, the manufacturer may not give definite data about the real shelf-life.

Conduct a thorough micro and organoleptic inspection of the expired inventory. This involves examining the product for any visible signs of spoilage, such as changes in color, texture, or odor. Additionally, a microbial analysis should be performed to assess the presence of any harmful bacteria or other contaminants. By conducting these inspections, you can determine whether the expired inventory is still safe and fit for consumption.

Inquire to the supplier about the possibility of extending the shelf life of the expired inventory. Suppliers often possess valuable expertise and insights into the specific product's stability and potential for shelf life extension. Through this communication, you can gather additional information and make informed decisions regarding the usability of the expired inventory.

hi ;) 

For BB (Best Before) 

- we are using concession log and procedure (organoleptic, aroma, supplier shelf  life extension, mirco assessment of the raw material, then the finished product) 

For USB (Use by date) 

- Well, not much here, FIFO must be in place and shall be verified by GMP audit 

;) 

We need to adhere to the laws of the country where your company is located. In some developed countries, the expiration date is considered more of a quality concern rather than a food safety issue. Therefore, if you are, for example, in the US, aside from baby food, other expired food items may still be consumable. In less developed countries where food safety knowledge is scarce like Afghanistan, expiration date is a big deal.

When addressing the safety aspects of a product, visual observation can provide valuable insights. Additionally, studying pathogenic organisms might offer helpful information. However, conducting microbial tests may not always be cost-effective. It is crucial to consistently evaluate the cost-benefit analysis to determine whether testing the product is justified or if it should be discarded.

______________________

Sayed M Naim Khalid
FSQA Professional 

I must admit a few things in this thread surprise me.   Firstly:   It's a quality issue not a safety issue.    Uhhhhh, that wouldn't fly in my place.   Within my shelf life, quality matters to me greatly.   If ever I do grant a shelf life extension to a customer, THEN I write it as "I confirm the product to be free from food safety issues, but will not guarantee quality past this date xxxx", etc.  But there seems to be a shrugging of the shoulders here that quality isn't that big of a deal.  No go for me.  Quality is why people buy our stuff.... I am not willing to concede it at all.

Secondly, the idea that it's ok to ignore shelf life of ingredients due to MOQ restraints.    Again, no go for me.   We face similar issues on a few small ticket items, but it's handled by pricing it in to the product.   I personally don't believe in me being able to write a shelf life extension for another company's ingredient.  To me that's the 'ol 'the lunatics running the asylum'.   It is in no way scientific.   You have an outcome you want, and do testing that gives you a predetermined (your) desired outcome.   BS imho. 

I do understand many other places do this, and that's fine, but I doubt NSF Cert will support it much longer.   The #1 thing my last two auditors have harped on is FIFO/FEFO.   They seem to be headed a direction where the stuff we're discussing here will not be accepted, other than from the manufacturer.

The best way to handle this (imho) is order less if possible, price waste into the product if you can't.